Project Administrative and Finance Assistant

IMPORTANT NOTICE: Please note that Closure Date and Time displayed above are based on date and time settings of your personal device

• FAO is committed to achieving workforce diversity in terms of gender, nationality, background and culture
• Qualified female applicants, qualified nationals of non-and under-represented Members and person with disabilities are encouraged to apply
• Everyone who works for FAO is required to adhere to the highest standards of integrity and professional conduct, and to uphold FAO's values
• FAO, as a Specialized Agency of the United Nations, has a zero-tolerance policy for conduct that is incompatible with its status, objectives and mandate, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination　　
• All selected candidates will undergo rigorous reference and background checks
• All applications will be treated with the strictest confidentiality

FAO’s commitment to environmental sustainability is integral to our strategic objectives and operations.

Organizational Setting 
 
The Food and Agriculture Organization of the United Nations (FAO) contributes to the achievement of the 2030 Agenda through the FAO Strategic Framework by supporting the transformation to MORE efficient, inclusive, resilient and sustainable agrifood systems, for better production, better nutrition, a better environment and a better life, leaving no one behind.
FAO is a specialized agency of the UN that leads international efforts to defeat hunger. FAO's goal is to achieve food security for all and ensure that people have regular access to enough high-quality food to lead active, healthy lives. With 195 Members (194 countries and the European Union), FAO works in over 130 countries worldwide. 

FAO Country Offices, working under overall corporate guidance and in line with the Strategic Framework, offer policy advice and support to countries in the mandated areas of FAO, facilitated through partnerships, resources and an active country programme to provide technical assistance, develop capacities and deliver core services while fully observing international standards of accountability to establish leadership and strengthen impact at the country level. 
The offices deliver on the programmatic priorities of each country as agreed in their respective Country Programming Frameworks (CPFs) aligned to the UN Sustainable Development Cooperation Framework (UNSDCF) and ensure effective and efficient operations with adequate human and financial resources. 

Specifically, FAO Country Offices: 

(i)    advocate, inform and support policies and investments in the areas of FAO’s mandate;
(ii)    provide technical assistance and deliver core services; 
(iii)    assist and catalyse partnership and resource mobilization activities to support agrifood systems transformation; 
(iv)    position FAO as the specialized/authoritative technical agency in food and agriculture and agrifood systems   transformation; and 
(v)     ensure risk-smart and accountable operations and management.  

For more than four decades, FAO has been working with the Government of the Philippines, civil society, community-based organizations, the academe and the private sector to address challenges in the agriculture, fisheries and forestry sector. Joint efforts have included increasing sustainability in agricultural production, promoting value-adding practices, mechanization and modernization through improving post-harvest management, enhancing productivity and increasing the resilience of agriculture-based livelihoods to natural disasters, climatic hazards and armed conflict. 

The Philippines has faced six devastating cyclones (Trami, Kong-rey, Yinxing, Toraji, Usagi and Man-yi) during October–November 2024, striking the country in rapid succession, affecting over 13 million people across 17 regions. Among the hardest hit is the province of Cagayan where major crops were wiped out, particularly rice and high value crops (HVCs). Floods inundated farmlands in a time when the wet planting season had just started. Farmers narrated that they had initiated land preparation and set up seedbeds, anticipating transplanting by mid-December, only to see their efforts and investments washed out. Since fields were totally damaged with no chance of recovery until after the next cropping cycle in 6 months, respondents have been coping by reducing the number of meals per day or borrowing money for food to compensate for lost income streams. 

The road to recovery and resilience for smallholder farmers, fisherfolk and livestock owners requires a medium to long-term strategy drawing on the ‘build back better’ philosophy. Focusing interventions on Cagayan Province, FAO is implementing the project “Rebuilding agricultural livelihoods affected by multiple cyclones in Cagayan province”, which will provide support to affected farmers and fisherfolk, noting that it is in these sectors where impacts of disasters are most significant, vulnerability is high, and recovery period longer.

Reporting Lines 

The Project Administrative and Finance Assistant will report to the Assistant FAO Representative (Administration).  

Technical Focus  

The incumbent will be responsible for managing and providing the full range of administrative tasks in support of the OSRO/PHI/085/AUL project activities and will assist in the monitoring of project budget. 
 
 
Tasks and responsibilities 

•    Provide day-to-day administrative support to ensure smooth and timely implementation of project activities in compliance with FAO Administrative and Financial rules and regulations. 
•    Maintain linkages with FAO administrative and programme support units as well as government counterparts on administrative and financial matters as required. 
•    Facilitate all travel-related requests of the project team including filing and processing of travel authority and travel claims. 
•    Process payments and expenses of the project in accordance with FAO’s rules and regulations. 
Review Terms of Reference of affiliate workforce and ensure compliance with current standards and regulations.
•    Coordinate and manage the publication of calls to attract candidates for vacancies related to national and international affiliate workforce, ensuring proper dissemination to attract qualified talent.
•     Organize and facilitate the selection process, including coordinating interviews with the selection panel and preparing reports on evaluated candidates.
•    Ensure consultation with the Project Team Coordinator and in close coordination with the HR unit. 
•    Support in budget monitoring and discuss any relevant concerns to the Project Team Coordinator. 
•    Provide operational and logistical support to national and field activities such as workshops, training, and missions of technical officers from the FAO Regional Office for Asia and the Pacific (RAP) and Headquarters (HQ) in Rome. 
•    Update and maintain electronic and paper filing of relevant administrative and financial information. 
•    Perform any other related duties as required.  

 
 
CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING 
 

Minimum Requirements 
 
•    University Degree in Administration, Finance and other related fields
•    At least 5 years professional and practical experience in project administration/operations
•    Working knowledge (level C) of English
•    A national of the Philippines

FAO Core Competencies 
 
•    Results Focus 
•    Teamwork 
•    Communication 
•    Building Effective Relationships 
•    Knowledge Sharing and Continuous Improvement 
 

Technical/Functional Skills  
 
•    Work experience in more than one location or area of work, particularly in DRR and CCA is an advantage; 
•    Experience in humanitarian contexts is desired

ADDITIONAL INFORMATION

• FAO does not charge a fee at any stage of the recruitment process (application, interview meeting, processing)
• Applications received after the closing date will not be accepted
• Please note that FAO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed at http://www.whed.net/  
• For additional employment opportunities visit the FAO employment website: http://www.fao.org/employment/home/en/ 
•  Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances. 

FAO seeks gender, geographical and linguistic diversity in its staff and international consultants in order to best serve FAO Members in all regions. 

HOW TO APPLY

• To apply, visit the recruitment website at Jobs at FAO and complete your online profile. We strongly recommend that your profile is accurate, complete and includes your employment records, academic qualifications, and language skills
• Candidates are requested to attach a letter of motivation to the online profile
• Once your profile is completed, please apply, and submit your application
• Candidates may be requested to provide performance assessments and authorization to conduct verification checks of past and present work, character, education, military and police records to ascertain any and all information which may be pertinent to the employment qualifications
• Incomplete applications will not be considered
• Personal information provided on your application may be shared within FAO and with other companies acting on FAO’s behalf to provide employment support services such as pre-screening of applications, assessment tests, background checks and other related services. You will be asked to provide your consent before submitting your application. You may withdraw consent at any time, by withdrawing your application, in such case FAO will no longer be able to consider your application
• Only applications received through the FAO recruitment portal will be considered
• Your application will be screened based on the information provided in your online profile
•  We encourage applicants to submit the application well before the deadline date.

If you need help or have queries, please create a one-time registration with FAO’s client support team for further assistance: https://fao.service-now.com/csp

FAO IS A NON-SMOKING ENVIRONMENT